Payroll Processing Specialist
Ensure that payroll processing of salaries, wages, and administration is done in line with client SLA and company requirements.
Duties & Responsibilities
Payroll Processing:
- Processing the complete payroll, importing hours, importing leave, ensuring everyone who is terminated is removed, new employees are loaded, and all input has been processed for the payroll before the History Listing is pulled, zero overtime is done with the variance report to be submitted for approval.
- Accurately complete payroll for client employees per specification as set out in the Service Level Agreement with the client.
- Obtain timesheets from supervisors/managers to be able to capture timesheets accurately by the team – manual timesheets.
- Final timesheets to be sent back to the team to complete the 195 hours check - address issues like AWOL, unpaid leave, or pending terminations.
- Collect leave forms twice a week at the plant when attending to queries, ensuring each leave form is signed.
- Communicate with supervisors and managers on any missing/outstanding timesheets and leave forms on a weekly and monthly basis.
- Complete numeric checks to ensure accuracy and that all data has been captured.
- Process third-party payments related to payroll.
- Ensure that the process flow for invoicing documents is correctly followed and all invoices are queued in the client system to ensure payment per SLA payment terms.
- Ensure the team has completed the relevant checks, then the payroll site team leader needs to complete an additional check before the timesheets are ready for processing on Sage300.
- Maintain an accurate database and filing system.
- Ensure documents are easily retrievable on request (within 2 minutes).
- Keep the employee data matrix (per company template) on site.
- Ensure that the employee list matches back to VIP.
- Carry out monthly terminations for absconders.
- Record all terminations on access control systems, employee site data matrix, VIP, and timesheets.
- Ensure that approvals are received, and preparation is done on the reports for the black file; invoices must be generated as the audit trail must be created before Festive loads payment to Phakisa.
- Always manage and support the payroll site team with any requirements as needed.
- Uphold company name and reputation.
Provident Fund:
- Ensure Provident Fund schedules are reconciled back to the VIP reports monthly.
- Handle the Provident Fund reconciliation function.
- Ensure Provident Fund schedules reach the Provident Fund Administrators as per the agreement.
- Manage other third-party payments: Garnishee Order, Union, Bargaining Council, SARS, UIF, and Skills.
- Communicate schedules to the third parties to ensure payments are distributed correctly.
Reports:
- Conduct IRP5 validations monthly.
- Ensure 20 key compliance at all times.
- Copy all reports to a flash drive for submission to the client.
- Produce active employee list reports for Kaelo (service provider for client).
- Generate special reports (HR reports) as required by the client, including monthly standard HR reports as outlined in the Service Level Agreement.
- Complete all additional reports, including special reports that involve VLOOKUPs and pivots.
Desired Experience & Qualifications
- Matric
- VIP Course SAGE 300
- At least 3 years VIP experience
- High level of computer literacy – specifically in MS Excel and Outlook
- Ability to work to deadlines and under pressure.
- Ability to complete administrative procedures with necessary directions and systems at disposal.
- 5 years in TES Admin environment
- Consulting experience
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